Personal / Executive Assistant to Managing Director
Behind every manager or company director you'll find an organised, efficient personal assistant. Discover what this varied and dynamic career has to offer!
As a personal assistant (PA) you will work closely with our Managing Director to provide administrative support, usually on a one-to-one basis. You will help him make the best use of their time by dealing with secretarial and administrative tasks.
PAs need extensive knowledge of the organisation in which they work. You will need to know who key personnel are (both external and internal) and understand the organisation's aims and objectives.
The MD will often rely heavily on their PA, trusting that work will be handled efficiently in their absence. Discretion and confidentiality are therefore essential attributes for a successful PA.
A personal assistant is sometimes called an executive secretary, as well as a personal or private secretary.
As a PA, you will often act as the MD's first point of contact with people from both inside and outside the organisation. Tasks are likely to include:
- devising and maintaining office systems, including data management and filing;
- arranging travel, visas and accommodation and, occasionally, travelling with the manager to take notes or dictation at meetings or to provide general assistance during presentations;
- screening phone calls, enquiries and requests, and handling them when appropriate;
- meeting and greeting visitors at all levels of seniority;
- organising and maintaining diaries and making appointments;
- dealing with incoming email, faxes and post, often corresponding on behalf of the manager;
- carrying out background research and presenting findings;
- producing documents, briefing papers, reports and presentations;
- organising and attending meetings and ensuring the manager is well prepared for meetings;
- liaising with clients, suppliers and other staff.
In addition to supporting the MD, his team and departments, many PAs also have their own personal workload and responsibilities. The scope of the PA's role can be extensive and additional duties may include:
- carrying out specific projects and research;
- responsibility for accounts and budgets;
- taking on some of the manager's responsibilities and working more closely with management;
- deputising for the manager, making decisions and delegating work to others in the manager's absence;
- being involved in decision-making processes.
Some PAs do all the secretarial work themselves, while others take responsibility for recruiting and training junior staff and delegate some of the less demanding and confidential work to them.
You will generally work from 9am to 7pm, depending on the type of organisation. It may be necessary to work overtime during peak times and when deadlines are close.
What to expect
- There is frequent contact with people, either face-to-face or by phone or email.
- Men are currently underrepresented in this occupation.
- Jobs are widely available in most large towns and cities, but less so in rural areas. The most prestigious posts tend to be based in London.
- The job may be very stressful at times, as it can sometimes involve dealing with difficult or demanding people, often at very senior levels, and the work is always focused on the needs of the manager. Being a PA means working very closely with one person and any problems they are having with their work may impact on you.
- The support nature of the role also means that the PA's contribution to projects may not always be recognised across the organisation. Some PAs find this aspect of their work frustrating, so emotional balance and control (EI) is required.
- Travel within a working day, absence from home overnight and overseas work or travel are uncommon but may be required to attend external meetings and conferences or to research facilities.
Experience : Fresher
Job Type : Full-time
Email : firstname.lastname@example.org